Administrative Coordinator - Wharton Operations, Information and Decisions

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Administrative Coordinator - Wharton Operations, Information and Decisions

Job Profile Title

Administrative Coordinator

Job Description Summary

Provides administrative, operational, and project support to a department, school, or center. Engages in a wide range of activities which may include travel coordination, scheduling meetings and conferences, data entry and analysis, reporting, event planning, budget tracking, and office operations.

Job Description

• Event & Program Coordination: Lead logistics for large-scale meetings, annual seminars and conferences, and cross-departmental initiatives, overseeing scheduling, developing PowerPoint presentations, and designing informational materials to support effective communication and execution (20%)
• Guest Speakers/Visitors: Manage end-to-end travel arrangements for seminar speakers and visiting guests, including accommodations, itineraries, reimbursements, invoice processing, and new supplier setup in Penn Marketplace. (20%)
• Financial support: Process invoices, purchase orders, and expense reports with a high level of accuracy and attention to detail. Assist with budget tracking and basic financial reporting to support departmental operations. Maintain organized and up-to-date administrative and financial records. Prepare and review monthly financial reports, providing insights to support the Business Administrator in financial planning and operational decision-making (10%)
• Administrative Support: Provide comprehensive administrative support to faculty, staff, and departmental leadership in a fast-paced environment. Manage calendars, schedule meetings, and coordinate logistics to ensure efficient daily operations. Partner with the Business Administrator to prepare and process international visa documentation, maintaining accuracy and compliance while meeting strict deadlines for faculty and visiting scholars.(15%)
• Office & Department Operations: Serve as a point of contact for students, faculty, and external stakeholders, responding to inquiries and providing information. Coordinate daily office management functions, including monitoring and maintaining office supply inventory, arranging equipment maintenance, and managing shared spaces for faculty, students, and visitors. Ensure the office environment runs smoothly and supports day-to-day departmental needs. (10%)
• Academic Coordination: Coordinate key course support functions, including producing and distributing course materials, generating class rosters, and organizing seating arrangements to ensure smooth classroom operation (10%)
• Customer Service & Communication: Serve as a primary point of contact for students, faculty, and external stakeholders, delivering accurate and timely information. Maintain a professional, approachable presence while managing inquiries, resolving issues, and ensuring clear, effective communication across all interactions. (10%)
• Additional Duties as Assigned (5%)

Job Location - City, State

Philadelphia, Pennsylvania

Minimum Qualifications:
High school diploma or equivalent and 5–7 years of related administrative, office, or coordinator experience, or an equivalent combination of education and experience. Experience should include calendar management, meeting coordination, office support, communication with internal and external stakeholders, recordkeeping, and proficiency with standard office software

Preferred Qualifications:
Bachelor’s or Associate degree preferred. Experience working in a higher education, academic, or nonprofit environment is preferred. Strong organizational, written and verbal communication, customer service, and problem-solving skills are also preferred. Experience with university systems, purchasing, travel coordination, event planning, budget tracking, or student/faculty support is a plus.

Department / School

Wharton School

Pay Range

$21.52 - $26.00 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours:Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

​

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay